Payroll page · operator’s guide

Build an hourly payroll you can explain.

This guide covers the detailed hourly workflow inside Payroll: bring in timesheet data, decide what stays as overtime or moves to RDO, pay leave correctly, review every adjustment, and lock the period only when the numbers make sense.

The operating rule

Work from left to right and top to bottom. Recalculate after changing a field, then read the Payment Breakdown and Net Total again. A draft can be edited; a validated payroll is the frozen record used for payslips and downstream reports.

Call Timesheet → Review → Adjust → Save → Validate

What this page controls

1Attendance and premiums

2Leave and RDO balances

3Pay, deductions and net total

1 · Open the period and call the timesheet

Open Payroll, select the hourly employee, and choose New Payroll or open the draft period.
Check the Pay Period. The start date normally follows the employee’s last payroll; the end date must match the profile frequency.
Select the main Call Timesheet button to pull the period’s clockings and recalculate attendance. Use the arrow beside it, then choose View timesheet when you want a read-only preview first.
After editing a timesheet elsewhere, return to this page and call the timesheet again so the payroll uses the latest hours.

Do not skip the period check. A wrong or overlapping period can duplicate hours or leave a gap. If the start date is fixed, finish the earlier payroll before opening the next one.

Hourly payroll with Call Timesheet menu open — **Choose the right timesheet action**The arrow opens View timesheet; the green main button calls and applies the timesheet.

Hourly timesheet preview — **Preview before changing pay**Check paired clock-ins, clock-outs, RDO days, leave and warnings before accepting the calculated values.

2 · Read working hours and premium pay

The Working Hours card separates attendance categories. Values shown as hours are normally supplied by the timesheet; the Extra Hours / Surcharges card is where you review or adjust the premium calculation.

Field	What it means	What to check
Total working hours	Total paid attendance hours for the period.	Compare with the timesheet preview and the employee’s expected roster.
Normal days hours	Hours paid at the base hourly rate.	Confirm ordinary hours were not classified as Sunday, night, holiday or overtime.
Night / Sunday / Public holiday worked	Hours that receive the profile’s premium percentage.	Check the day and time classification, not only the amount.
Paid leaves / Paid sick leaves	Leave hours paid in the period.	Confirm the leave entry is approved and not also counted as worked hours.

Overtime: enter the total, inspect the split

In Extra Hours / Surcharges, edit Overtime (total) only when the timesheet total needs a correction.
Press Enter or move focus out of the field to recalculate. CloudPay distributes the total across the profile’s overtime tiers.
Read each tier: for example OT 1.25x and OT 1.50x. Confirm the hours and the VT amount agree with the policy.
Use the small edit control beside Sunday, Night or Public Holiday only to correct the hours in that category. Recheck the breakdown after every change.

premium pay = premium hours × base hourly rate × (1 + profile premium)

Example. If the profile rate is VT 350 and Sunday premium is 50%, 20.55 Sunday hours produce approximately VT 10,789. The exact result is the amount shown by the payroll calculation.

Hourly payroll detail with working hours, overtime, allowances, leave and RDO — **One page, many controls**Working Hours, Extra Hours / Surcharges, Allowances, Leave Information and RDO are all visible in the payroll detail layout.

3 · Use RDO (Rostered Day Off)

RDO is a bank of hours. The RDO card shows the movement for this period and the balance that will carry forward.

RDO row	How to interpret it
Available after timesheet RDO	Hours already owed after RDO days saved in the timesheet. An RDO day immediately debits the staff bank.
+ Allocated this period	Hours moved from overtime, Sunday, night or public-holiday work into the RDO bank.
− Used (timesheet)	Hours consumed by RDO attendance recorded in the timesheet.
− Paid out	Hours converted to cash in this payroll.
= Closing balance	The balance that remains after this period. It must not be negative.

Move premium hours into RDO

Find an eligible overtime, Sunday, Night or Public Holiday row with the small Move hours to RDO icon.
Enter the number of hours to move. Use All only when the whole row should become RDO.
Select Move. Those hours are removed from current pay and added to Allocated this period.
Read the new Payment Breakdown and RDO closing balance. If the hours should be paid instead, leave them in their premium row.

Pay banked RDO hours

When Closing balance is positive, select Pay for RDO.
Enter the total RDO hours to pay for this period, then select Pay. When adjusting an existing payout, enter the new total, not an additional amount.
Confirm that Paid out increases, the closing balance remains zero or positive, and RDO Paid Out appears in the payment breakdown.

Stop before validation if the closing balance is negative. Reduce the RDO payout or correct the hours moved/used, then recalculate.

Hourly payroll draft showing leave, allowances, deductions and RDO — **RDO and leave in the draft**The draft layout shows the RDO ledger beside leave, allowances, deductions and the net total.

4 · Pay annual leave, extra leave and sick leave

Leave values are shown in Leave Information. The balance card makes the arithmetic visible: current balance plus this period’s gain, less the leave consumed by the payroll.

after balance = current balance + period gain − leave paid − extra leave paid

Confirm Annual leave days/year, the leave source/tier, and Current balance.
For an hourly employee, Leave paid is read-only and comes from the timesheet. Check the paid-leave hours in Working Hours and the Paid Leave line in the payment breakdown.
To cash out additional entitlement, edit Extra leave paid with the number of days to pay. Press Enter to recalculate the balance.
Do not use Extra leave paid to record ordinary leave taken. Ordinary leave belongs in the timesheet so it is paid once and remains traceable.
Review After. If it is negative or marked Exceeded, reduce the extra payout or correct the leave entry before saving.

Final payroll note. A final payroll pays the remaining annual leave automatically. Regular payrolls use Extra leave paid only for an additional cash-out approved by your policy.

Sick leave is shown separately. The card displays current and after balances; paid sick hours come from the timesheet. Sick leave is not included in a final annual-leave payout.

5 · Review pay, allowances and deductions

Allowances and backpay

Enter VT amounts in Allowances. Add a short note beside any non-standard amount so another reviewer can understand it later.

Field	Use it for	Good note
Profile Allowance	Allowance that belongs to the payroll profile or role.	Name the policy or role.
Personal Allowance	Employee-specific regular allowance.	State the entitlement or agreement.
Premium / Bonus	One-off bonus or premium payment.	State the reason and period.
Adjustments	Backpay or a correction to an earlier period.	Use the Backpay note field with the original period.

Deductions

Review VNPF first, then enter approved deductions. Advance and loan rows show a balance when available; do not deduct more than the approved balance.

Field	Review before saving
VNPF	Calculated contribution for this payroll. Confirm the employee is eligible and the amount looks reasonable.
Deduction / Other deduction	Enter the VT amount and a clear note.
Advance / Loan repayment	Check the displayed balance and enter only the repayment approved for this period.
Wage withholding	Use only for a documented withholding instruction.
Other Deductions / Gain · Amount (+/−)	Positive adds to net pay; negative deducts. Always fill in the Description.

For cash payments, Cash Rounding rounds the net total up to the nearest VT 5. It is calculated by the page; do not type it as a manual deduction.

6 · Recalculate, save and validate

Read the Payment Breakdown line by line: Normal Hours, premiums, overtime tiers, Paid Leave, RDO Paid Out, allowances and rounding.
Read Deductions, then compare Net Total with your expected payment.
If the record is new, choose Save Payroll. If it is an existing draft, choose Save.
When the numbers are final, select Validate and confirm the prompt. Validation freezes this payroll’s values and applies the leave/RDO balance movements.
Use Make PDF Payslip after validation when a payslip copy is required.

AttendanceClockings are paired; no missing-day warning remains; hours match the roster.

PremiumsOvertime tiers and Sunday/night/holiday hours are correctly classified.

BalancesLeave after-balance and RDO closing balance are not negative.

MoneyNotes explain manual amounts; deductions and net total are expected.

Hourly payroll validation confirmation — **Final confirmation**Read the confirmation carefully before committing the period.

Hourly payroll after validation — **After validation**The payroll is now a frozen record. Re-open it for review or payslip printing; make corrections by following the available unvalidation rules.

Quick recovery guide

If you see…	Do this
Hours do not match the timesheet	Choose Call Timesheet again, then recheck the period and preview.
Leave after-balance is negative	Check Extra leave paid, leave paid from the timesheet and the employee’s current balance.
RDO closing balance is negative	Reduce Paid out, or correct hours moved/used, until the closing balance is zero or positive.
Net total changed unexpectedly	Read the breakdown from top to bottom; the changed field is usually a premium, leave, allowance, deduction or cash rounding value.
The fields are locked	The payroll may already be validated. Review the frozen record and use the allowed unvalidation path only if a correction is authorised.